Lettings Coordinator

Location: Edinburgh
Department: Edinburgh Lettings / Rettie Short Lets
Reports to: Director - Lettings
Hours of work: 37.5 hours to include a SaturdayIn your role as Lettings Coordinator, you will provide highly effective administrative support within both long- term and short- term property management teams. 

In collaboration with the new business team and short lets manager you will assist them in improving the performance of their assets under management by delivering an excellent client experience for our long lets team to include dealing with booking of appointments, onboarding administration; and walk-in enquiries for our lettings services. You will also support our short lets team by dealing with day to day booking enquiries; posting of invoices; telephone calls and general administration duties.We are looking for someone who enjoys being organised, has strong attention to detail and can multi-task. A candidate who has previous experience in an administrative, fast paced environment would be ideally suited.

As you will largely be dealing with inbound enquires, someone who can communicate confidently and has an aptitude to problem solve, would excel in this role.

A natural people person, who enjoys meeting and dealing with clients whether they are landlords or tenants. If you are interested in a career in property and joining a friendly team, we would love to hear from you.Managing Administration – Supporting the Portfolio Managers in the administration of all aspects of the lettings and management process across long -term and short-term portfolios. To include:

• First point of contact for all enquires telephone and email enquiries  
• Accurate data entry of client information 
• Diligent administration of all safety testing, booking of appointments; logging certification on Reapit and forwarding on renewal dates.
• Timely and accurate processing of contractor invoices on Reapit & SME; short lets deposit returns and landlord payments.
• Provide reception support in dealing with client queries during high-volume periods.

Excelling in Client Care – to provide the highest standard of client care and satisfaction

• Establish positive relationships with colleagues, clients and contractors 
• Meet the expectations of your clients with open and honest communication and following through on commitments. 
• Be proactive in your approach to resolving issues and ensure they are dealt with quickly and effectively.

​​​​Essential

• Driving licence
• Any relevant administrative qualification
• Proficient in the use of IT systems including MS Word, Outlook, Excel and Microsoft Teams
• Experienced in a customer service role, ideally office-based.
• Confident in administrative tasks

Desirable

• ARLA or equivalent
• Familiar with the Edinburgh lettings market
• Experienced in the use of Reapit Property/SME Software or similar CRM system

• Customer focused
• Communication
• Collaboration
• Positive mindset
• Planning and organising
• Problem solving